AP / Accounting Clerk

Apollo Theater; New York (NY); Hybrid; USD 56,000 - 58,000; Full time

Job summary

The Apollo Theater Foundation, Inc. in New York, NY is seeking an AP / Accounting Clerk to join the finance team.

The role focuses on day-to-day accounts payable processing, accurate coding, and vendor support, reporting to the Senior Accountant in a mission-driven nonprofit setting. Ideal candidates bring 1–2 years’ AP experience, strong Excel/Word skills, and a dedication to accuracy, confidentiality, and teamwork in a fast-paced environment.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business, or related field.
• 1–2 years of accounts payable or accounting support experience.
• Strong attention to detail and accuracy in high-volume processing.
• Proficiency in Excel and Word; ability to work with financial data in spreadsheets.
• Clear written and verbal communication with vendors.
• Ability to handle sensitive financial information discretely.

Responsibilities

• Receive, review, and log vendor invoices; ensure proper documentation and coding before routing for approval.
• Process approved invoices for payment through the organization’s payment platform on a scheduled basis.
• Coordinate with the Senior Accountant and Controller to ensure all payments are authorized before execution.
• Maintain accurate vendor records — including contact information, banking details, and W-9 documentation.
• Respond to vendor payment inquiries in a timely and professional manner.
• Assist with vendor onboarding, ensuring tax documentation and banking information are collected and filed.
• Assist with monthly bank reconciliation preparation by organizing and filing supporting documentation.
• Support the month-end close process by preparing basic journal entry support, coding transactions, and flagging discrepancies.
• Maintain organized digital and physical finance files per documentation standards.
• Assist with audit support packages, including pulling invoices and payment records.
• Support the team with data entry, spreadsheet maintenance, and report preparation as needed.
• Follow internal control procedures for invoice processing and approvals.
• Maintain the integrity of the AP subledger with proper documentation.
• Flag discrepancies, unusual invoices, or potential duplicates to the Senior Accountant.
• Assist with maintaining the vendor master list and ensure records are current.

Skills

Attention to detail

Clear written and verbal communication

Strong organizational skills

Vendor communication

Discretion and confidentiality

Education

Associate’s or Bachelor’s degree in Accounting, Finance, or related field

Tools

Microsoft Excel

Microsoft Word

Blackbaud Financial Edge

QuickBooks

Job description

About The Apollo

In December 2024, The Apollo Theater became the first organization honored by the Kennedy Center Awards, emphasizing The Apollo’s impact on the past, present, and future of American culture and the performing arts. From the longest-running talent show in America with Amateur Night at The Apollo, which launched the careers of icons like Ella Fitzgerald and Lauryn Hill, to performances from beloved legends like Smokey Robinson and Lil’ Kim and today’s biggest stars like Drake, The Apollo has always been a home for artists to create and a home for audiences to see incredible music and art from legendary artists.

Position

AP / Accounting Clerk

Department

Finance

Reports To

Accountant

FLSA Status

Non-Exempt

Location

New York, NY, Hybrid

Salary Range

$56,000- $58,000

About The Apollo

In December 2024, The Apollo Theater became the first organization honored by the Kennedy Center Awards, emphasizing The Apollo’s impact on the past, present, and future of American culture and the performing arts. From the longest-running talent show in America with Amateur Night at The Apollo, which launched the careers of icons like Ella Fitzgerald and Lauryn Hill, to performances from beloved legends like Smokey Robinson and Lil’ Kim and today’s biggest stars like Drake, The Apollo has always been a home for artists to create and a home for audiences to see incredible music and art from legendary artists.

The Apollo is an American cultural treasure. It is a vibrant non-profit organization rooted in the Harlem community that engages people from around New York, the nation, and the world. Since 1934, The Apollo has celebrated, created, and presented work that centers Black artists and voices from across the African Diaspora. It has also been a catalyst for social and civic advocacy. Today, The Apollo is the largest performing arts institution committed to Black culture and creativity.

Role Summary

The AP / Accounting Clerk is a foundational member of the Apollo Theater Foundation’s finance team, responsible for the day-to-day processing of accounts payable and providing accounting support across the finance function. Reporting to the Senior Accountant, this role ensures that vendor payments are processed accurately and on time, that documentation standards are maintained, and that the finance team has the operational support it needs to close the books and prepare for audit.

This role works closely with internal departments and external vendors, requiring a detail-oriented, organized individual who communicates clearly and takes ownership of recurring deadlines. It is well-suited to someone early in their accounting career who is looking to build a strong foundation across core finance processes in a mission-driven organization.

Responsibilities

Accounts Payable Processing

• Receive, review, and log vendor invoices; ensure proper documentation and coding before routing for approval
• Process approved invoices for payment through the organization’s payment platform on a scheduled basis
• Coordinate with the Senior Accountant and Controller to ensure all payments are authorized before execution
• Maintain accurate vendor records — including contact information, banking details, and W-9 documentation
• Respond to vendor payment inquiries in a timely and professional manner
• Assist with vendor onboarding, ensuring tax documentation and banking information are collected and filed

Accounting Support

• Assist with monthly bank reconciliation preparation by organizing and filing supporting documentation
• Support the month-end close process by preparing basic journal entry support, coding transactions, and flagging discrepancies for Senior Accountant review
• Maintain organized digital and physical finance files in accordance with the department’s documentation standards
• Assist with the preparation of audit support packages, including pulling invoices, payment records, and supporting documentation from the filing system
• Support the team with data entry, spreadsheet maintenance, and report preparation as needed

Controls and Compliance

• Follow established internal control procedures for invoice processing, payment approvals, and documentation — never bypassing authorization requirements
• Maintain the integrity of the AP subledger and ensure all transactions are supported by appropriate documentation
• Flag any discrepancies, unusual invoices, or potential duplicate payments to the Senior Accountant immediately
• Assist with maintaining the vendor master list and ensure records are current and accurate

Qualifications

Required

• Associate’s or Bachelor’s degree in Accounting, Finance, Business, or a related field — or equivalent work experience
• 1–2 years of accounts payable, bookkeeping, or accounting support experience
• Strong attention to detail and commitment to accuracy in a high-volume processing environment
• Proficiency in Microsoft Excel and Word; ability to work with financial data in spreadsheets
• Strong organizational skills and ability to manage recurring deadlines
• Clear written and verbal communication skills, including the ability to correspond professionally with vendors
• Ability to handle sensitive financial information with discretion and confidentiality

Preferred

• Experience with Blackbaud Financial Edge, QuickBooks, or a comparable accounting system
• Experience in a nonprofit or mission-driven organization
• Familiarity with accounts payable platforms such as Paymerang or similar payment processing tools
• Basic understanding of fund accounting or restricted grant expenditure

Equal Opportunity Employment Statement

Apollo Theater Foundation, Inc. is an equal opportunity employer committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, marital status, familial status, pregnancy, predisposing genetic characteristics, military status, veteran status, domestic violence victim status, arrest or conviction record, or any other characteristic protected by applicable federal, New York State, or New York City law.